01Strategie
Konzept und Zielgruppe
Define the occasion, the message and the desired reaction from guests. An internal summer party requires a different dramaturgy to a client event, a conference or a product launch.
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Magazine · Event planning & tips
Planning an Event: Checklist, Budget & Timeline for Corporate Events
EventButler editorial team · Updated October 2026 · 35 min read
A successful corporate event begins with clear decisions – long before the venue, catering or technology is booked. This guide takes you from goal-setting and budgeting through partner selection to the running order on the day of the event.
The essentials at a glance
Define the target audience, purpose and success criteria before searching for ideas
Plan the budget with reserves and all ancillary costs
Coordinate the venue, service providers and guest communication in one central running order
Event planning starts with the brief
First, formulate the brief in one sentence: who is the event for, what should be different or better afterwards, and how can success be measured? From this, decisions on format, size, duration, dramaturgy and budget emerge.
A robust brief includes the target audience, expected number of guests, preferred dates, region, budget range, desired impact, mandatory elements and clear responsibilities. Also note who is authorised to make decisions and by when approvals are needed. This prevents later back-and-forth and unbudgeted additional requests.
The key areas of event planning
The following areas are interconnected. If they are considered together early on, costs, dependencies and risks can be controlled much more effectively.
No.
Name
Location
✓ = enquire directly via EventButler
02Ort & Kapazität
Location und Raumplanung
Check not only capacity and price, but also accessibility, room flow, acoustics, accessibility for people with disabilities, curfews, bad-weather options and the actually usable set-up time.
03Verpflegung
Catering und Gästebedürfnisse
The menu, service style and break times must suit the running order. Record allergies and dietary requirements early on and plan for water and non-alcoholic alternatives as a matter of course.
04Ton, Licht & Bühne
Technik und Produktion
Create a requirements list for sound, lighting, presentation, streaming, power, Wi-Fi and backups. Technology should be tested on site with real content and all interfaces.
05Vor, während & danach
Kommunikation und Gästereise
Invitation, registration, travel information, reception, signage and follow-up form a coherent guest journey. Every piece of information should appear at the right time and in the right place.
06Regie
Ablauf, Personal und Risiken
Bring together times, responsibilities, deliveries, contacts and decisions in one running-order plan. Add scenarios for weather, failures, delays and medical emergencies.
Calculating a realistic event budget
Structure the budget by at least venue, catering, technology, equipment, programme, staff, communication, transport, permits and insurance. Add VAT, fees, minimum spend requirements and set-up and dismantling costs.
Plan a reserve of around ten to fifteen percent. Compare quotes on the same basis and document what is included. A low base price can rise significantly due to technology, cleaning, furniture or extended usage times. Also determine who is authorised to approve additional costs.
Planning an event step by step
The right lead time depends on size and complexity. This timeline serves as a practical guide for corporate events.
016–12 months in advance
Define the goal, date and budget
0 / 2 done
024–9 months in advance
Book the venue and main partners
0 / 2 done
032–4 months in advance
Develop the programme and guest journey
0 / 2 done
042–6 weeks in advance
Finalise production
0 / 2 done
05Event day & afterwards
Execute and follow up
0 / 2 done
016–12 months in advance
Define the goal, date and budget
Tip: For popular dates and large events, it's worth starting earlier.
024–9 months in advance
Book the venue and main partners
Tip: Visit the venue with guest, delivery and production routes in mind.
032–4 months in advance
Develop the programme and guest journey
Tip: Plan breaks and transitions just as deliberately as programme highlights.
042–6 weeks in advance
Finalise production
Tip: All those involved should work from the same up-to-date version of the running order.
05Event day & afterwards
Execute and follow up
Tip: Capture insights while they are still fresh.
What should be at hand on the day of the event
Keep the running-order plan, room plan, guest list, delivery times and a contact list available offline. A small production kit with chargers, extension cords, tape, scissors, markers, name badges and first-aid supplies solves many everyday problems.
Designate a central point for decisions and communication. Changes should not be spread across several parallel chats. Plan a joint walkthrough with the venue, technology, catering and reception before the doors open.
Frequently asked questions about event planning
Plan your next corporate event
Find suitable event venues and specialised service providers in Switzerland and submit a specific enquiry directly.